what’s new at the business services center (bsc) · should expect to receive a purchase order....

April 30 & May 1, 2019

#2019NYGovBuy @NYSPro @nysprocurement

co-sponsored by

What’s New at the Business Services Center (BSC)

Purchasing UpdatesPresented by Paul Olsen and Phil Reed

3#2019NYGovBuy @NYSPro @nysprocurement

What’s New at the BSC

Purchasing Updates:• Improved functionality for entering requisition line items

• Requisition Defaults

• Routing IDs

• RFQs and Mini Bids

Catalogs and eMarketplace• Catalogs are a collection of pre-approved agency items that are

frequently purchased and hosted by the BSC.• eMarketplace is a collection of Preferred Source offerings and

centralized contracts for commodities hosted by Procurement Services.

Improved functionality for entering requisition line items

Catalogs• Catalogs use items that

contain vendor information, pricing, and unit of measure

• Requestor only needs to input the quantity

• Can be assigned by business unit

• The eMarketplace allows for requestors to shop across Preferred Sources and OGS centralized contracts for commodities. Also allows users to choose from MWBE and SDVOB resellers.

• The eMarketplace houses about ten million items. New additions to the marketplace include medical supplies and Staples Office supplies.

eMarketplace

Benefits• Eliminate manual entry on a requisition • Guide users to make the proper procurement decisions• Automate purchase order creation and approval• Uniform descriptions and pricing• Promotion of on-demand ordering within SFS

Improved functionality for entering requisition line itemsCatalogs and eMarketplace

Requisition Defaults• SFS enhancement on Ship To location

• Now reads location description instead of Ship To code on the purchase order

• Includes Attention To and phone number, which can also be defaulted by Ship To code

Requisition Defaults• Requestor defaults now allow for multiple distribution lines

• Speed Charts can now be used on the requisition settings page

• Default Bill To address to OGS01• Currently a manual process to update the billing location on

purchase orders• Defaulting to OGS will prevent the need to update and ensure

bills get to the proper location

Routing ID• Routing IDs associate transactions with a particular program or unit

within an agency. • Currently agencies are entering Unit IDs on the first line of a purchase

order to accomplish this objective. Routing IDs will replace the need for Unit IDs.

• Primary purpose for Routing ID is to route an invoice that has been received to the appropriate pool of reviewers when agency review is necessary.

• Populates on the PO from the requisition based on requestor defaults.• Routing ID can be used for workflow routing on requisition, PO,

Invoice and Voucher.

Routing ID – Workflow • Routing IDs can be used to manage the following workflows:

– Requisitions– Purchase Orders– Invoices– Vouchers

• Routing ID values should be consistently used across each document type (Req, PO, Invoice & Vouchers)

New Routing ID field replaces Unit ID

RFQ and Mini Bids for OGS Centralized Contracts• As a service, we offer to conduct RFQ solicitations on behalf of our

customer agencies for the following OGS Centralized Contracts:• Security Guard Services• Administrative Services• IT Umbrella – Distributor and Manufacturer (basic template only)• Rubbish Removal

• Requests can be sent to ogs.sm.ogsbuydesk@ogs.ny.gov

Accounts PayablePresented by Ryan Bosko

Agenda

• P2P update• Proper Invoice• New York State eCommerce Advancements

• Purchase Orders• Invoices• Payments

• Vendor Portal

P2P UpdateBackground:

• P2P was implemented in July 2018 with OMH as the pilot agency • Since, PDV, COC, SFS & LGP have come onto eSettlements• Goal is to streamline the Procure to Pay process by:

• Leveraging SFS to support agency business processes• Collaborating with vendors with a more consistent process• Increasing efficiency with invoices and vouchers in one system• Better managing transactions with tools, visibility and reporting

Benefits:• Greater visibility into the status of invoices received at the BSC.• Essential for the State to take advantage of best practices, process

efficiencies and cost savings opportunities.

P2P UpdateBest Practices:

• Agencies should:• Practice blind receiving.• Monitor the Agency Review Ready Status in SFS• Review the match exception report in SFS and make necessary

changes• Ensure staff have the appropriate eSettlement roles in SFS• Receipts should be recorded within one business day of receiving

the goods or services.

Proper Invoice• Background:

• OSC has updated the GFO with additional guidance related to a proper invoice.

• Review GFO section XII.4.F Proper Invoice for more information.

• Next Steps:• BSC will be working with vendors who are not providing the required

information.• Vendors may receive a communication outlining those fields that are

missing on their invoice(s).• Eventually the BSC will not process a payment when the invoice is

missing required information.

Proper Invoice Checklist

Office of the State ComptrollerPresented by Shannon Soja

Streamline receipt of purchase orders!

Vendors conducting business with New York State should expect to receive a purchase order.

• Review GFO section XI-A.3 Purchase Orders for guidance on purchase order requirements.

• SFS developed the Procure to Pay (P2P) Best Practices for setting up purchase orders.

Purchase orders can be electronically dispatched to vendors through email or the NYS Marketplace.

• Review GFO section XI-A.7 Electronic Purchase Order Authorization and Purchase Order Dispatch for additional guidance on dispatching purchase orders.

Faster, smarter, leaner invoicing options!

Vendor Accounts

Receivable

e-InvoiceStatewide Financial System

BSC or AgencyAccounts Payable

Vendor Paid

Statewide Financial System

XMLSelf-

Service Invoicing

Attachments… coming soon

Self Service Invoice (SSI) - Invoices are entered by vendor via the Vendor Self Service Portal.

• Low volume (less than 100 invoices per year).

XML and EDI - Data exchanged between vendor’s system and the Statewide Financial System.

• High volume (more than 100 invoices per year).

XML via the eMarketplace – Invoice data exchange options are defined by the vendor and eMarketplace. eMarketplace transmits invoice data via XML to the SFS.

• High volume, catalog purchases.

Get paid via direct deposit – ePayments!

Vendor’s can enroll in direct deposit via the Vendor Self Service Portal.

• All centralized contracts dated June 2014 or later contain Appendix B, which requires agencies to pay vendors electronically.

• Agency-specific contracts, property leases and contracts originating in the Grants Gateway may also require electronic payments.

NYS Vendor Self-Service Portal

Vendors registered with a NYS Vendor ID can check the status of:• Purchase orders. • Invoices.• Payments.

Vendors can also update and add bank account information.• If you are unable to log in contact the SFS helpdesk at

helpdesk@sfs.ny.gov or 877-737-4185.

Portal enhancements coming soon…

Questions and Answers Session

what’s new at the business services center (bsc) · should expect to receive a purchase order....

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